This browser does not support basic Web standards, preventing the display of our site's intended design. May we suggest that you upgrade your browser?

Microsoft Word 2007

Mail Merge: Filter and Sort Options

Word's Mail Merge feature allows you to customize your merge. For example, you can have the records sorted to print out in a specific order, or you can create a filter so you only merge records that meet specific criteria. These options are selected through the Filter and Sort dialog box.

NOTE: For more information on the data document, refer to Mail Merge: An Overview.

return to topSorting the Records

By selecting a sort order, you can determine the order in which your records are merged and subsequently printed. For example, you could print letters in numerical order, by zip code, or alphabetically by last name.

Sorting the Records: QuickSort

  1. Open the main document

  2. From the Mailings command tab, in the Start Mail Merge group, click START MAIL MERGE » make the appropriate selection

  3. In the Start Mail Merge group, click SELECT RECIPIENTS » make the appropriate selection

  4. In the Start Mail Merge group, click EDIT RECIPIENT LIST...
    The Mail Merge Recipients dialog box appears.

  5. Click the heading you want to sort by
    HINT: Clicking the same heading again will reverse the order (i.e., ascending or descending) of the sort.

  6. Click OK
    You are returned to your document.

Sorting the Records: Advanced Sort

  1. Open the main document

  2. From the Mailings tab, in the Start Mail Merge group, click START MAIL MERGE » make the appropriate selection

  3. In the Start Mail Merge group, click SELECT RECIPIENTS » make the appropriate selection

  4. In the Start Mail Merge group, click EDIT RECIPIENT LIST...
    The Mail Merge Recipients dialog box appears.

  5. In the Refine recipient list section, click SORT
    The Filter and Sort dialog box appears, with the Sort Records tab displayed.
    Filer and Sort dialog box: Sort Records tab

  6. From the Sort by pull-down list, select the appropriate option

  7. To set the order in which the records will be sorted, select Ascending or Descending

  8. To set up another sort order(s), from the Then by pull-down lists, select the appropriate options

  9. To close the Filter and Sort dialog box, click OK

  10. Click OK
    You are returned to your document.

return to topEstablishing a Filter

By establishing a filter, you determine specific records to be merged and printed according to the criteria you select. For example, you may want to send letters only to personnel from a specific department.

Establishing a Filter: AutoFilter

  1. Open the main document

  2. From the Mailings tab, in the Start Mail Merge group, click START MAIL MERGE » make the appropriate selection

  3. In the Start Mail Merge group, click SELECT RECIPIENTS » make the appropriate selection

  4. In the Start Mail Merge group, click EDIT RECIPIENT LIST...
    The Mail Merge Recipients dialog box appears

  5. In the heading that you wish to filter by, click theMenu arrow» select the desired filter

  6. Click OK
    Only the records meeting the selected criteria will be merged.

Establishing a Filter: Advanced

  1. Open the main document

  2. From the Mailings tab, in the Start Mail Merge group, click START MAIL MERGE » make the appropriate selection

  3. In the Start Mail Merge group, click SELECT RECIPIENTS » make the appropriate selection

  4. In the Start Mail Merge group, click EDIT RECIPIENT LIST...
    The Mail Merge Recipients dialog box appears

  5. In the Refine recipient list section, click FILTER
    The Filter and Sort dialog box appears, with the Filter Records tab displayed.
    Filter and Sort dialog box, Filter Records tab

  6. From the first Field pull-down list, select the field on which you want to base your filter
    EXAMPLE: To merge only the records of a specific title, from the Field pull-down list, select Title

  7. From the Comparison pull-down list, select the type of comparison
    EXAMPLE: To continue merging only the records of those who have a certain job title, from the Comparison pull-down list, select Equal to

  8. In the Compare to text box, type the value/text to which the information should be compared
    EXAMPLE: To finish merging the records of those who are professors, in the Compare to text box, type Dr.

  9. If you want to set up other criteria for filtering, select And or Or from the pull-down list and repeat steps 7–9 as necessary

  10. Click OK
    Only the records meeting your criteria will be merged.

  11. Click OK

Excellence. Our Measure. Our Motto. Our Goal.